Administrative Manager

Job Posting Title:

-

Hiring Department:

-

Position Open To:

-

Weekly Scheduled Hours:

-

FLSA Status:

-

Earliest Start Date:

-

Position Duration:

-

Location:

-

Job Details:

General Notes

The Department of Women's Health at the Dell Medical School is looking for an Administrative Manager.

Purpose

Under the supervision of the Associate Director of Research, provides high-level administrative support to the Women's Health faculty, fellows and residents conducting research and research staff.

Responsibilities

Manages purchasing/payments for research-related initiatives, projects and staff:

• Leads the purchase of Tango cards through the coordination of research team, Tango, Dell Med Finance and department's payment processor.

• Identifies the most efficient and cost-effective way to purchase required item or service, selects appropriate payment methods, executes transactions, and tracks transactions.

• Works with vendors to generate quotes and invoices.

• Creates Purchase Orders.

• Processes payments.

• Processes reimbursements.

• Travels to vendors to purchase and pick-up participant incentives.

Manages ProCard:

• Purchases items needed to support research projects and research study team

• Tracks delivery of purchases, saves receipts in Box folder and date stamps receipts using DocuSign.

• Submits initial summary reconciliation forms for participant incentives purchased using research ProCard, and then every 6 months after initial purchase, until fully disbursed.

• Regularly updates ProCard Log Excel file, used for monthly reconciliation.

• Supports monthly ProCard Reconciliation efforts, through organization of log, receipts, obtains IT and OOR approvals for purchase, and ensures alignment of supporting documentation with monthly credit card transactions.

Provides admin supports of department's research account management:

• Assists with oversight of effort allocation for PIs and research staff.

• Maintains log tracking 26-accounts in Smartsheet.

• Maintains log tracking PI expenditures in Smartsheet.

• Maintains log tracking study specific expenditures in Smartsheet.

• Creates/submits cost transfers.

• Creates and submits department's research-related invoices, and maintains log tracking department's research-related invoices in Smartsheet.

• Maintains log tracking department's fellows' research expenditures in Smartsheet.

• Maintains log tracking department's residents' research expenditures in Smartsheet.

• Assists with the creation, submission and maintenance of department's research contracts, like NDAs, MTAs, DUAs, service agreements and other contracts.

Provides admin support for hiring and on-boarding research personnel:

• Reviews Workday for new applicants, downloads application/resume, uploads and organizes in Box.

• Assist with the on-boarding task for research staff new hires.

• Leads onboarding tasks for UT Volunteer Research Assistants.

• Leads onboarding tasks for Ascension Volunteer Research Affiliates.

• Leads onboarding tasks for CUC Research Affiliates.

Provides admin support for research staff's professional development:

• Maintains log tracking professional development expenditures in Smartsheet.

• Purchases items in support of professional development, with approval from Associate Director.

• Renews professional memberships and purchases conference registrations.

• Oversees travel for professional development: Provides logistical support for lodging, airfare, and registration fees, creates RTAs, archives event info for tracking purposes and travel reimbursement.

Provides admin support of department's research regulatory management:

• Assists PIs with creation, submission and tracking of various regulatory compliance efforts, including the tracking of IBC protocols, IRB protocols, Ascension Seton Site Approval protocols, CUC research protocols, EHS/Biosafety protocols.

• Creates and maintains tracking log of required trainings, such as CITI trainings and UT research required trainings for Faculty, Fellows, Residents, Staff and Volunteers.

Provides admin support of department's research grant management:

• Maintains department's PI's critical research related documents, such as Biosketch, CVs, Other Support docs and other grant materials, as needed.

• Administratively supports grant submissions, through the creation and organization of the budget, justification, letters of support, statement of work, and other supporting documentation.

Provides admin support for department's Resident Research Committee (RRC) and Departmental Research Committee (DRC):

• Schedules meetings.

• Creates meeting agendas and organizes review of monthly submissions for department review.

• Attends meetings, takes notes, disseminates minutes to committee members.

Supports research outreach and recruitment:

• Creates, submits, maintains OOEFs for research recruitment/outreach events.

• Coordinates events and purchases/processes reimbursement of food/beverages/flyers for recruitment/outreach events.

Other admin tasks, as needed:

• Creates and updates Standard Operating Procedures (SOPs) for all tasks.

• Handles other complex tasks involving multiple steps, coordination with various stakeholders and navigation through both internal and external systems.

• Conducts regular follow-ups and maintains consistent communication with stakeholders throughout the duration of the task until its completion.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five years of experience with advanced administrative functions. Effective communicator with excellent oral, written, and interpersonal communication skills. Executive scheduling, calendar management, and travel management experience. Ability to communicate effectively with various constituents; faculty, staff, learners, prominent university and community leaders, and professional organizations. Demonstrated problem-solving skills. Ability to work efficiently and flexibly in a fast-paced environment. Outstanding organizational, prioritizing, and time-management skills. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or.